Statement of Work - Sources Sought.pdf
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- Attached to
- Patient Lift Devices Maint/Repair
- Solicitation number
- 36C26126Q0377
About this file
This is a Statement of Work (SOW) for preventive maintenance and repair services for patient lifting devices at the Department of Veterans Affairs Palo Alto Health Care System (VAPAHCS). The contractor must provide all labor, materials, parts, equipment, tools, travel time, and transportation to maintain and repair 670 patient lifting devices and 213 patient lift scales across seven VAPAHCS locations in California, including divisions in Palo Alto, Livermore, Menlo Park, and clinics in Fremont, Marina, San Jose, and Capitola.
Preventive maintenance must be performed annually according to manufacturer specifications and coordinated with Biomedical Engineering. Maintenance activities include reviewing operating system diagnostics, calibrating and cleaning equipment, replacing worn or defective parts, conducting weight testing of ceiling lifts using installed rail systems, and completing required checklists for ceiling-mounted lifts with VA representative sign-off on the same day as service completion. Repairs are performed when Biomedical Engineering notifies the contractor of equipment failures or unsafe conditions, with the contractor required to respond within one business day of notification. All parts supplied must be Original Equipment Manufacturer (OEM) parts and new only; rebuilt or backward-engineered parts are prohibited. The contractor must provide individual service reports documenting date, service representative name, actions taken, equipment details and ID numbers, labor hours, parts used, weight loads tested, and location information, with hard copies delivered to Biomedical Engineering Building 101, Room A4200 and electronic copies in Excel format sent to the Contracting Officer's Representative (COR). Contractor personnel must have minimum two years of relevant experience with ceiling and portable patient lifting devices and provide evidence of manufacturer training. Services are performed during normal working hours from 8:00 a.m. to 4:00 p.m., with after-hours emergency service at COR discretion. Contractor personnel must comply with VA property requirements including wearing identification badges, parking only in designated areas, and adhering to no-smoking policies. Equipment includes 120 portable patient transfer lifts, 32 mobile bath lifts, and 518 overhead track lifts across various manufacturers including Maxi Move, Sara models, Tenor, Opera, Carendo, and Maxi Sky models. The contractor will not require access to VA sensitive information or personally identifiable information to fulfill the contract, and no Background Adjudication (BAA) is required.
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| 36C26126Q0377 - Sources Sought Notice.pdf |
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Text version
SOW for Patient Lifting Devices
Statement of Work Preventive Maintenance and Repair of Patient Lifting Devices
The Contractor shall furnish all labor, materials, parts, equipment, tools, travel time and transportation to provide preventive maintenance and repair for Government owned patient lifts (portable and overhead), bath trolleys, shower chairs, and patient lift scales located at the Department of Veterans Affairs (VA), Palo Alto Health Care System (VAPAHCS). Complete equipment listing is provided.
General Information
VA Palo Alto owns 670 patient lifting devices and 213 patient lift scales which will require annual calibration, preventive maintenance, and periodic repair. Work for this contract is at the following VAPAHCS locations.
Palo Alto Division 3801 Miranda Ave.
Palo Alto, CA 94304
Livermore Division 4951 Arroyo Road Livermore, CA 94550
Menlo Park Division 795 Willow Road Menlo Park, CA 94025
Fremont VA Clinic 39199 Liberty Street Building B Fremont, CA 94538-1501
Major General William H.
Gourley VA-DoD Outpatient Clinic 201 9th Street Marina, CA 93933-6039
San Jose VA Clinic 5855 Silver Creek Valley Place San Jose, CA 95138-1059
Capitola VA Clinic 1350 41st Avenue, Suite 102 Capitola, CA 95010-3906
Scope of Work
1. The Preventive Maintenance of the patient lifting devices and scales shall be performed annually according to the manufacturer’s recommended procedure as stated in the service manuals.
2. Preventive Maintenance: Preventive maintenance inspections will be coordinated with Biomedical Engineering. The contractor must adhere to Biomedical Engineering’s specified Preventive Maintenance schedule. Maintenance will comply with all applicable regulations and manufacturers specifications, and it will include, but is not limited to the following:
2.1 Reviewing operating system diagnostics to ensure that the equipment is operating within its specifications.
2.2 Calibrating and cleaning.
2.3 Replacing any worn or defective parts.
2.4 Filling out and tagging the equipment with a Biomedical Engineering inspection sticker per Biomedical Engineering’s guidelines.
2.5 Weight testing of the ceiling patient lifts shall be done in the room in which the lift is installed; utilizing the rail system it is installed on.
2.6 Testing and calibration of the patient lift scales shall follow the manufacturer’s guidelines.
2.7 All preventive maintenance performed on ceiling mounted patient lifts requires that all items in the Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts be completed. This checklist must be filled out for each lift and signed off by the Contractor as the Inspector and given to the Biomedical Engineering representative or designee. The Contractor is responsible for coordinating with the Biomedical Engineering representative to ensure VA Representative signoff can happen the same day as the work.
3. Repair: Repairs will be done when Biomedical Engineering notifies the contractor that a lift or scale fails to fall within the manufacturer’s specification or when Biomedical Engineering determines the lift to be in an unsafe condition. All repairs shall be approved by Biomedical Engineering prior to the work being done. The contractor will respond within one (1) business day of notification of a needed repair. All repairs will adhere to Biomedical Engineering guidelines and policies.
3.1 All corrective maintenance performed on ceiling mounted patient lifts requires that all items in the Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts be completed. This checklist must be filled out for each lift and signed off by the Contractor as the Inspector and given to the Biomedical Engineering representative or designee. The Contractor is responsible for coordinating with the Biomedical Engineering representative to ensure VA Representative signoff can happen the same day as the work.
4.1 Parts: The Contractor shall furnish and replace all necessary parts with the exception of consumables (slings) as required to return equipment to full manufacturer’s published specifications. All parts supplied shall be Original Equipment Manufacturer (OEM) parts and compatible with existing equipment. The contractor shall use new parts only. Re-built or backward-engineered parts are not permitted.
5. Service Call: Contractor personnel shall schedule with the Biomedical Engineering Technician in charge of the patient lifting devices and scales prior to performance of services. Payment for services will be held if the Contractor does not follow proper reporting procedures.
6. Documentation
6.1 The Contractor shall provide individual service reports that reference services performed on the equipment at the conclusion of each repair and scheduled maintenance visit. The following information must be provided in each service report.
6.1.1 Date of service and name of service representative
6.1.2 Summary of action taken
6.1.3 Equipment details (description, equipment ID [EE#], serial number, etc.)
6.1.4 Labor hours
6.1.5 Parts used and/or replaced
6.1.6 Weight loads checked during the lift and scale testing
6.1.7 Building and room location
6.2 The Contractor shall deliver the service reports to the Biomedical Engineering Building 101, Room A4200 in Palo Alto VA Medical Center. A copy of each report must be left with the COR or designated representative at the time the services were completed. The contractor shall also send an electronic copy via Excel (.xlsx or .xls) format to the COR.
6.3. The Contractor shall check-in with Biomedical Engineering and sign the visitor log when they arrive for a PM or service. The Contractor will also sign out with Biomedical Engineering at the completion of a PM or service.
7. Contractor Qualifications:
7.1 The vendor submitting a bid proposal shall have relevant experience working on ceiling and portable patient lifting devices for a minimum of 2 years.
7.2 When submitting a bid proposal for evaluation, contractor personnel shall provide evidence of training on the ceiling lift models specified in Section 10. Evidence of training on the portable lift models specified in Section 10 shall be provided by the contractor if available.
7.3 Contractor shall provide upon request evidence of appropriate training adherent to the same requirements outlined in 7.2 of any field service representatives, including subcontractors, providing services under the terms of this contract.
8. ID Badges, Parking, and Smoking Policy
8.1 Badges: All Contractor personnel shall wear identification (ID) badges when on VA property and surrounding grounds. Contractor ID badges must have an identification picture, name of the individual and the represented company depicted on it. VA badges will also need to be worn while on VA grounds and should be obtained through the VA Police Dispatch Center.
8.2 Parking on VA grounds: Contractor personnel shall park only in designated parking areas.
Parking information is available from the VA Police Service. The VA will not invalidate or make reimbursement for parking violations of the Contractor’s personnel under any circumstances.
8.3 Smoking: Smoking is not permitted within or around the VA Healthcare System facilities, except in designated areas.
9. Hours of Performance: All services shall be performed during normal working hours of coverage from 8:00 am to 4:00 pm or after hours at discretion of the COR (i.e., emergency service calls).
10. List of Patient Lifting Devices:
LIFTS: PATIENT TRANSFER 120
CAPITOLA 1
SARA STEDY 1
FREMONT 2
MAXI MOVE 1
SARA 3000 1
Livermore 10
MAXI MOVE 2
SARA 3000 2
SARA FLEX 2
SARA STEDY 4
Menlo Park 41
MAXI MOVE 18
SARA 3000 1
SARA FLEX 13
SARA STEDY 7
TENOR 2
Monterey 4
MAXI MOVE 2
SARA STEDY 2
Palo Alto 57
MAXI MOVE 25
OPERA 1
SARA 3000 6
SARA FLEX 6
SARA STEDY 17
TENOR 2
San Jose 5
MAXI MOVE 2
SARA 3000 1
SARA STEDY 2
LIFTS: PATIENT TRANSFER: MOBILE: BATH 32
Livermore 2
CARENDO 2
Menlo Park 21
CARENDO 21
Palo Alto 9
CARENDO 9
LIFTS: PATIENT TRANSFER: OVERHEAD TRACK 518
Livermore 59
MAXI SKY 2 3
MAXI SKY 600 56
Menlo Park 85
MAXI SKY 1000 12
MAXI SKY 2 9
MAXI SKY 2 PLUS 2
MAXI SKY 600 62
Monterey 8
MAXI SKY 2 8
Palo Alto 359
MAXI SKY 1000 7
MAXI SKY 2 116
MAXI SKY 600 236
San Jose 7
MAXI SKY 2 7
Grand Total 670
11. Information Security
11.1 The C&A requirements do not apply and a Security Accreditation Package is not required.
11.2 Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security as per VA Handbook 6500.6, Contract Security, and Appendix C.
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